Office Manager Facilities

3 weeks ago


Urbana, United States University of Illinois Urbana-Champaign Full time

**Office Manager Facilities & Services**:
**Facilities & Services**:
Job Summary

The Office Manager for the Director of Capital Programs is allocated to this level of work of providing staff assistance for a significant campus/university department. They will act as the unit's agent by performing highly specialized administrative support duties. In-depth knowledge of the organization, programs, policies, and procedures of the unit is essential to the performance of the duties, along with the ability to use good judgment, the ability to operate computer systems, using word processing, database, and software packages, and to exercise discretion in handling sensitive and confidential information.
- Duties & Responsibilities
- Establishes and revises the Director of Capital Programs calendar informing them of impending engagements with high-level campus and university staff and outside agencies. Attends meetings as a delegate for the designated member(s) of the unit staff when requested. Schedules meetings ranging from large, multi-department conferences and events to 1:1s using scheduling polls.
- Serves as Office Manager to the Director of Capital Programs: Keyboards documents containing confidential or sensitive information; transcribes and records confidential or sensitive information; independently composes and provides drafts of correspondence, memos, and reports. Acts as a central point of contact between others and the Director. Governs deadlines on projects and ensures deadlines are met, and tasks are completed while checking in with other staff on completion status.
- Act as a shared resource for Capital Programs for new employees at all levels: workstation setup, ensure all new employees have schedules, packets, maps, etc. Govern proper access to Capital Programs drives, shoe reimbursement forms, CP car policy, permissions, hang tag policies, key forms, and I-card/badge care coordination.
- Screens phone calls to the Director, providing information or responses to questions regarding office-related matters or referring callers to appropriate staff members. Calls individuals or departments daily regarding various activities in the office operation.
- Reviews incoming mail and selects and responds to items within the scope of responsibility.
- Assists with developing, interpreting, and implementing division policies. Responsible for monitoring and reviewing federal, state, and University rules, regulations, and guidelines affecting all daily operations. Participate in policy evaluation and revisions.
- Anticipates and responds to the detailed office support needs of the unit staff’s designated member(s) through the independent performance of lower-level duties or supervision of assigned staff.
- Coordinates logístical arrangements relating to conferences/travel and prepares necessary materials (itineraries) for the unit staff’s designated member(s). Resolves all related expenses and reimbursements associated with travel. Orders office supplies.
- Performs other duties as assigned.

Additional Physical Demands

Normal office environment.
- Minimum Qualifications

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.

Knowledge, Skills and Abilities

**Appointment Information**:
This is a 100% full-time Civil Service **Office Manager** position, appointed on a 12-month basis. The expected start date is as soon as possible after **May 28, 2024**. Salary is
**$44,267.08**.

**Application Procedures & Deadline Information**:
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

**Requisition ID**: 1024225
**Job Category**: Administrative Support


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